Graduate Studies Administrative Coordinator
Position Purpose
The Admin Coordinator for Graduate Studies serves as a key support role within the department, ensuring the smooth execution of daily operations, events, and initiatives. This position is responsible for coordinating administrative functions, managing departmental communications, supervising student workers (as applicable), and providing logistical support for programs.
Essential Functions and Basic Duties
Coordinate all administrative functions for the Graduate Studies department, ensuring smooth day-to-day operations and efficient workflows.
Manage departmental communications, including responding to inquiries from students, faculty, alumni, and external stakeholders.
Serve as a liaison for interdepartmental collaborations and initiatives, maintaining strong relationships with other college offices such as Student Life, Institutional Advancement, and Admissions.
Oversee the planning, execution, and evaluation of Graduate Studies programs and initiatives, including:
Graduate Speaker Series: Manage speaker outreach, event logistics, communication, and on-site support.
THREAD Program: Facilitate program communications, student-brand collaborations, scheduling, and resource allocation.
Alumni/Graduate Mixers: Coordinate outreach and invitation management.
Master Classes: Coordinate details of speaker engagements, and conduct post-event evaluations.
Support the development and operational execution of the Graduate Residency, including scheduling, faculty coordination, and on-site program support.
Develop and manage operational workflows for program assessments, including creating and distributing surveys, and organizing preliminary data analysis to support decision-making.
Monitor student performance through tools like Dropout Detective, conducting follow-ups and providing support to ensure academic success.
Organize and oversee all logistics for department events, including scheduling, venue preparation, resource allocation, and day-of-event operations.
Assist in preparing forms for the Registrar’s Office and coordinate textbook requests to ensure program materials are updated and accessible.
Supervise and provide guidance to student workers (if applicable), including scheduling, assigning tasks, and ensuring high-quality output.
Oversee the recruitment, onboarding, and daily management of work-study students (as applicable), fostering a collaborative and productive environment.
Maintain and update graduate course schedules, program catalogs, and departmental materials, ensuring accuracy and timeliness.
Manage department leadership calendars and schedule meetings for faculty, staff, and students as needed.
Order and maintain office supplies, monitor inventory, and oversee departmental resources.
Coordinate departmental outreach efforts, including drafting professional-quality communications, presentations, and promotional materials.
Update and Maintain the Grad Studies MYLIM portal.
Collect, analyze, and report on departmental data to inform strategic decisions and improve program operations.
Maintain organized records, ensuring that all departmental files and documentation are up to date and accessible.
Performance Measurements
Completes administrative tasks (e.g., scheduling, communications, record maintenance) with positive feedback and smooth operations.
Plans and executes initiatives (e.g., Speaker Series, THREAD Program, Alumni Mixers) with positive feedback and smooth operations.
Effectively supervises student workers (as applicable), ensuring high-quality task completion and fostering a collaborative environment.
Accurately collects, analyzes, and reports data to support departmental decision-making.
Proactively follows up with at-risk students, improving academic outcomes and retention.
Maintains professional communication and fosters productive collaboration with internal and external stakeholders.
Consistently meets deadlines, manages multiple tasks efficiently, and solves problems effectively.
Ensures high attendance and positive feedback for events and initiatives, aligning with departmental goals.
Demonstrates attention to detail, initiative, and reliability while maintaining positive relationships with students and faculty.
Requirements
The person selected will have the following qualifications:
Education/Certification: Bachelor’s degree required, Desire to pursue a Mater’s degree a definite plus
Required Knowledge: Knowledge of word processing and spreadsheet applications
Experience Required: One (1) or more years in an administrative role, preferably within either the Fashion Industry or Higher Education
Skills/Abilities: Proficient typing skills. Able to perform dictation and transcription tasks. Good interpersonal and public relations skills. Solid analytical, creative, and problem-solving abilities. Project management skills and well organized. Strong attention to detail in all assigned tasks. Able to work well independently. Intermediate skills in MS Office. Interest in Sustainability, preferred